Girl Scouts Of Greater South Texas Volunteer Policies
Girl Scouts of Greater South TexasVolunteer PoliciesThe operational volunteer policies contained herein were adopted by the board of directors ofGirl Scouts of Greater South Texas on October 6, 1998, revised November 16, 1999, September26, 2000, November 28, 2000, January 23, 2001, November19, 2002, February 9, 2003,September 23, 2008, July 17, 2012, and supersede previous policies. They are reviewedbiennially, in part or as a whole, to ensure that they continue to reflect current thinking in thefield of volunteer relations and are consistent with Girl Scout of the USA requirements."The strength of the Girl Scout Movement rests in thevoluntary leadership of its adult members"Preamble to the Constitution of Girl Scouts of the United States of America8-6-20161
Volunteer PoliciesVolunteers should familiarize themselves with those GSUSA and Council policiesand practices that guide and protect their status as Girl Scout volunteers. Thepolicies listed below pertain to all volunteers regardless of position or role.Affirmative Action for VolunteersThere shall be no discrimination against an otherwise qualified adult volunteer byreason of disability or on the basis of age. Furthermore, there shall be nodiscrimination on the basis of race, color, ethnicity, sex, creed, national origin, orsocioeconomic status. In addition, to ensure full equality of opportunity in alloperations and activities of the organization, affirmative action policies and proceduresshall be utilized in the recruitment, selection, training, placement, and recognition ofvolunteers. Special emphasis shall be placed upon securing representation ofunder-represented population groups.-Blue Book of Basic Documents2016 pg. 23Membership RegistrationAll girls and adults participating in the Girl Scout Movement shall be registered as memberswith Girl Scouts of the United States of America and individually pay the 15 annual, orother applicable membership dues, except those adults who are lifetime members or who areworking in a temporary advisory or consultative capacity.-Blue Book of Basic Documents2016 pg. 22RecruitmentThe recruitment process consists of a number of methods to attract qualified volunteers whowill be matched to appropriate open or newly created positions. Written positiondescriptions that define specific responsibilities and clarify expectations will be completedprior to recruitment and used in the search. Each volunteer will also be required to completea Volunteer Application, provide references, sign agreements, and in most cases, undergo abackground check, prior to selection.Background ChecksEffective January 1, 2001, in order to ensure the safety and well-being of the girl membersof the Girl Scouts of Greater South Texas, the council reserves the right to disqualify orrestrict the duties of any person who has been convicted of certain crimes.All prospective volunteers must complete and sign a form authorizing the council toconduct a criminal background search. Without a completed and signed authorization2
form, a person cannot serve in or be appointed to a volunteer position with the council.A criminal background check is one component of the council’s volunteer placementprocedure, the goal of which is to screen prospective volunteers and place capable andqualified adults in all operational positions.The criminal offenses that will disqualify a person from volunteer participation in thecouncil, as well as the process used to determine disqualification of a person fromvolunteer participation, are set forth in greater detail below. As a general matter, thedecision whether to exclude all together or to limit a prospective volunteer’s participationin the council is exclusively within the discretion of the Council. Factors to be consideredby the Council in making such determinations include, but are not limited to, the natureand severity of the criminal conduct, and safeguard the safety and best interests of its girlmembers.Criminal Background Check Procedure1. Application and Authorization Form. Each prospective volunteer must completeand sign the Volunteer Application form. The form authorizes the council to search therecords of the Texas Department of Public Safety in order to ascertain the applicant’scriminal history record.2. Accuracy of Application and Authorization Form. Providing false information onthe application or authorization form, including Social Security number or date of birth, isgrounds for automatic exclusion from participation in the council, regardless of the resultof the criminal background search.3. Challenging the Accuracy of the Criminal Background Record. Any applicantwho disputes or desires to contest the information provided by the Texas Department ofPublic Safety must file a written notice with the council within 10 days of being notifiedthat her or his application for a volunteer participation has been denied. It is theapplicant’s responsibility to challenge the report received from the Department of PublicSafety and to arrange for any corrections, if necessary.The council has no control over the information maintained by the Department of PublicSafety. The council cannot be liable to any person or entity for the information providedby the Department of Public Safety to the council, or for any actions taken by the councilin reliance on such information. The council is entitled to and shall rely upon informationcontained in the Criminal History Report until such time as a corrected criminal historytranscript is provided.Disqualification From Volunteer ParticipationThe following rules shall apply if the council learns that a prospective volunteer has beenconvicted of one of the crimes under the laws of the State of Texas, another state, or theUnited States.1. Automatic disqualification, including, but not limited to: Crimes against children3
Crimes defined as public indecencyFelony offenses against personsCrimes involving the use of weaponsArsonAny violent crime or felony drug related offense, other than the exception stated in#2 belowDWI, DUI. Or possession of marijuana under two ounces: First offense where ithas been less than five (5) years since the date of disposition and any secondoffense or more.2. Discretionary Disqualification: The decision whether to allow a volunteer’sparticipation shall be within the absolute and exclusive discretion of the council in thefollowing instances: DWI, DUI or possession of marijuana under two ounces, only ifit has been a first time offense and it has been more than five years since the date ofdispositions, and all other criminal offenses (other than traffic violations classified asClass C misdemeanors)ConfidentialityThe Council will maintain the confidentiality of all criminal background searchinformation, including information regarding disqualification decisions.Approved by Girl Scouts of Greater South Texas Board of DirectorsNovember 28, 2000Revised November 19, 2002SelectionEach volunteer is selected on the basis of ability to perform the volunteer position,volunteer and council need, ability and willingness to attend training, andqualifications for membership in the Girl Scout Movement. There shall be nodiscrimination against an otherwise qualified adult volunteer by reason of disabilityor on the basis of age. Furthermore, there shall be no discrimination on the basis ofrace, color, ethnicity, sex, creed, national origin, religion, citizenship, ancestry,marital status, veteran status, socio economic status, or other characteristicsprotected by federal, state, or local law. Volunteers will receive some type of face-toface interview prior to selection.MembershipAll volunteers participating in the Girl Scout Movement shall meet GSUSAmembership standards, be registered through the council as members of the GirlScout Movement, and shall agree to abide by the policies and principles of GSUSAand the Girl Scout council.PlacementEvery attempt will be made to place volunteers in positions that meet both their needsand the needs of the council. In instances where this is not possible, the needs of thecouncil will take precedence over the needs of the individual. Individuals not placed4
in a position for which they applied may be recommended for other positions andthey may request reassignment.AppointmentOperational volunteers shall be appointed for a term not to exceed one year.(See “Reappointment” for additional information.)TrainingAll volunteers will receive basic training for their position and will also be requiredto complete additional training that is designated as mandatory for the position withina specified time frame. Training will ensure that each volunteer has the knowledgeand skills needed to be successful in her or his work.OrientationEach volunteer is provided with an overview of the Girl Scout purpose andorganization, local council information, and the support systems available to helpthem in their work. Orientation can be done one-on-one or in a group setting.AdvantagesAdvantages to volunteers include support in their position, traveling, and otherlearning opportunities. Volunteers are encouraged to enhance and develop theirskills while serving with the council. As appropriate, the council will assistvolunteers in broadening their skills through assignment to new volunteer positionsinvolving additional and/or greater responsibilities. Other advantages for volunteersinclude council publications, tools for recording volunteer experience, referencesupon request, liability insurance, and supplementary accident insurance, as part ofnational and/or council membership.Performance AppraisalEach volunteer shall be provided with the opportunity for a periodic performanceappraisal and evaluation. The performance appraisal should include both a review ofthe volunteer’s performance of position responsibilities and a discussion of anysuggestions that the volunteer may have concerning the position or project withwhich the volunteer is connected. The performance appraisal session should also beutilized as an opportunity to ascertain the mutual interest of the council and volunteerin the volunteer’s continued service in her or his position. It shall be theresponsibility of each staff person in a supporting relationship with a volunteer toschedule and conduct the performance appraisal.The position description and standards of performance for a volunteer positionshould form the basis of the performance appraisal. A confidential written recordshould be kept on each appraisal session.Standards of performance shall be established for each volunteer position. Thesestandards should list the responsibilities of the position, measurable indicators of5
whether responsibilities were accomplished, and appropriate timelines foraccomplishment of responsibilities. Creation of these standards will be a jointfunction of staff and the volunteer assigned to the beginning of her or his assignment.ReappointmentPrior to completion of her or his term, each volunteer who is to be reappointed to thesame position or rotated to a different position may receive confirmation of suchreappointment or rotation. Reappointment is based on past performance, adherenceto council and GSUSA policies and standards, support of the Girl Scout purpose,values, and council goals, as well as positive relationships with the community,parents, other volunteers, and employed staff. There will be mutual acceptance ofposition accountabilities, expectations and time commitments.UniformsGirl Scouts at each level have one required element (Tunic, Sash or Vest) for thedisplay of official pins and awards which will be required when girls participate inceremonies or officially represent the Girl Scout Movement.For girls in grades Kindergarten through 12th, the unifying look includes wearing achoice of a tunic, vest, sash for displaying official pins and awards, combined withtheir own solid white shirts and khaki pants or skirts. Girl Scouts in high school canalso wear a scarf that unites their look with the sisterhood of Girl Scouts around theworld. Girl Scouts at the Daisy and Brownie levels will continue to have a fulluniform ensemble available.For adult members the unifying look of the uniform is a Girl Scout official scarf, ortie for the men, worn with the official membership pins, combined with their ownnavy blue business attire.6
Conflict Resolution/DisputeThe conflict resolution process is based on the fundamental values of respect for theindividual and fairness. The policy exists so members of the organization can air theirgrievances and have avenues to solving them. All volunteers may use the conflictresolution procedure. Every volunteer may expect a fair resolution of her of his disputewithout fear of jeopardizing her or his volunteer status. Informal counseling by volunteerand staff personal is the first step in resolving a situation involving a conflict or dispute.The initiation of the conflict resolution procedure, however, will not restrict the councilfrom taking immediate and appropriate action with respect to the volunteer. Theprocedure is as follows:Step 1. If an informal resolution is not possible and a further hearing is desired, theperson filing the complaint must do so in writing, citing the issue. The signed and dateddocument must be specifically titled “Conflict Resolution/Dispute Request”, identify theperson with whom the conflict is registered, and cite the policy or procedure that hasallegedly been misapplied. A copy should be sent to the identified person’s supervisor.Within ten (10) working days, the supervisor will call a conference of all parties involvedin the dispute and attempt to resolve the conflict. A written summary of the conferencewill be distributed to all parties.Step 2. If the volunteer is not satisfied with the disposition of the conflict resolution, thecouncil staff member or the council staff member’s supervisor will meet with thevolunteer within ten (10) working days following her or his initial conference.Step 3. In the event that the dispute is not resolved in Step 2, the staff member prepares awritten report on the situation, including recommendations, and sends a copy to the chiefoperating officer/chief executive officer.OrStep 4. The chief operating officer/ chief executive officer will appoint adispute/complaint resolution review team. (The review team will be comprised of amanagement representative, an employee not involved in the conflict resolution process,and a council volunteer selected by the complainant.) The dispute review team willreview the documentation on file and meet with the individuals involved. The reviewteam may seek additional information, if necessary, to aid it in making a final decision.The team will provide the chief operating officer/chief executive officer with a writtenreport of its findings and recommendations within ten (10) working days of the reviewhearing. Copies will also be issued to the volunteer and immediate supervisor.If the recommended resolution is not acceptable to the volunteer or any of the supervisorsinvolved, a request to submit the recommended resolution to the chief operatingofficer/chief executive officer for a final and binding decision will be made. The chiefoperating officer/chief executive officer may exercise the following:1.Accept the Dispute Resolution Team’s recommended solution.7
2.Provide an alternative final and binding decision.This is the council’s final decision. It is the responsibility of the chief operatingofficer/chief executive officer to implement the decision.RecognitionThe Council's formal recognition system will be consistent with the GSUSA publicationAdult Recognition in Girl Scouting. (Cat. No. 26-458).ReleaseEither the council or the volunteer may initiate a release from a position. A volunteer isrequested to give as much notice as possible when resigning. A minimum of two weeksis requested.Situations may arise that make it necessary to release an individual from a position. Thecouncil may release an individual because of, among other things, restructuring ofpositions, elimination of the volunteer position in which the individual serves, thevolunteer’s inability or failure to complete the requirements of the position, or the refusalto comply with council or Girl Scouts of the USA policies. Release from the positiondoes not cancel membership with the Girl Scouts of the USA unless it is determined thatshe or he is unable to meet the membership requirement.HarassmentThe council is committed to an environment and climate in which relationships arecharacterized by dignity, respect, courtesy, and equitable treatment. It is the policy of theorganization to provide all volunteers with an environment free from all forms of unlawful orunwelcome harassment, including implied or expressed forms of sexual harassment.The Council expressly prohibits any form of harassment on the basis of race, color, religion,sex, age, national origin, or disability, marital status, citizenship, ancestry, veteran’s status, orany other characteristic protected by federal, state, or local law.Any volunteer who feels that she or he has been subjected to harassment of any type,whether by another volunteer, council staff member, or any agent of the organization,should promptly report the incident to a supervisor or to the chief operating officer/chiefexecutive officer. The supervisor, upon receiving such a complaint, must report thematter to the chief operating officer/chief executive officer, who will conduct aninvestigation and, depending on the findings, take appropriate corrective actions.Sexual HarassmentIt is against the council’s policies for any individual, male or female, to sexually harassanother volunteer, employee, or Girl Scout member of the same or opposite sex. The councilreserves the right to refuse membership endorsement or reappointment, and to dismiss or8
suspend from affiliation with the council any volunteer who, in conducting Girl Scoutprogram, sexually harasses another volunteer, employee, or Girl Scout member of the sameor opposite sex. Sexual harassment includes, but is not limited to, unwelcome sexualadvances, requests for sexual acts or favors, abusing the dignity of another through insultingor degrading sexual remarks or conduct and threats or suggestions that a volunteer’s status isconditioned upon toleration of or acquiescence to sexual advances. Some examples of sexualharassment that could create a hostile work environment include telling of sexual jokes, orstories; the presence of sexually explicit photographs or other materials; touching of anotherperson’s clothing, hair or body; making sexual comments about another person’s body;making sexual comments or innuendoes; asking personal questions about another person’ssocial or sexual life; staring; leering; and making sexual gestures. Any volunteer who feelsthat she or he has been sexually harassed should promptly report such behavior to asupervisor or the chief operating officer/chief executive officer. Upon receiving a complaint,a supervisor will report he matter to the chief operating officer/chief executive officer. Thechief operating officer/chief executive officer will conduct an investigation and, dependingon the findings, take appropriate corrective action.Child AbuseThe Council supports and maintains environments that are free of child abuse and neglect asdefined by the Child Abuse Prevention and Treatment Act.Child abuse and neglect are unlawful acts and it is against the council's policy for anyvolunteer, male or female, to physically, sexually, mentally, emotionally, or verbally abuse orneglect any girl member.The council reserves the right to refuse membership endorsement or reappointment, and todismiss or to exclude from affiliation with the council, any volunteer implementing GirlScout program who is found guilty of child abuse and neglect or who has been convicted ofchild abuse and neglect.Privacy policy/copyright 2010 Girl Scouts of the United States of AmericaSafetyPolicyAll guide lines, and program standards are outlined in the Volunteer Essentials andSafety Activity Check Points.ProcedureVolunteers will be directed to the council web site during Orientation where theycan have access to the Volunteer Essentials and Safety Activity Check Points sothat all safety policies and procedures are followed. Orientation will be conductedby the Service Unit Manager or Membership Executive prior to meeting withgirls.In addition to these Volunteer Policies, all volunteers should also adhere to theVolunteer Essentials and the Safety Activity Check Points.9
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choice of a tunic, vest, sash for displaying official pins and awards, combined with their own solid white shirts and khaki pants or skirts. Girl Scouts in high school can also wear a scarf that unites their look with the sisterhood of Girl Scouts around the world. Girl Scouts at the Daisy
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